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E-Travel Questions and Answers

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Source: Archived Content

Date: Apr 11, 2004

What is E-Travel?
E-Travel will allow United and United Express employees, retirees and their associated travel eligibles (spouse/qualified domestic partner, dependents, and parents) to travel without the need to use write-your-own ( WYO ) travel passes. The first phase will begin on May 5, 2004 , and will only include employees/retirees and their travel eligibles who have unlimited NRSA pleasure travel benefits. Later this year E-Travel will expand to include other types of travel.

How does E-Travel work?
All current travel procedures apply, except you no longer need to submit a WYO paper travel pass.

Who can use E-Travel?
E-Travel is available to all employees who have unlimited NRSA pleasure travel benefits, which includes active United and United Express employees, retirees, employees on leave with benefits, and surviving dependents. Note that you and your travel eligibles must be in the Apollo travel database in order to be eligible to use your travel benefits.

When can I begin to use E-Travel for NRSA travel?
May 5, 2004

What is the deadline for active U.S. payroll employees to complete the E-Travel authorization process?
Active U.S. employees must complete their E-Travel Authorization by May 4, 2004 so that their authorization is in the system database by May 5, 2004.

How will I authorize for payroll deduction of travel charges?
Beginning April 5, eligible, active, U.S.-payroll employees should complete both a authorization of travel-charge payroll deductions and a travel-policy acknowledgement for pleasure travel on or after May 5.
By visiting the "E-Travel Authorization" link above.
Note: If you fail to submit this authorization and acknowledgement, your travel benefits will be subject to suspension .

In countries that do not allow payroll deduction of travel charges, should employees complete this authorization process?
No. Employees on non-U.S. payrolls should check with their local Human Resources representative or their manager regarding any E-Travel changes in their country.

Can I E-Travel both domestically and internationally?
Yes.

Is E-Travel for United, Ted, and United Express?
Yes.

Can I use E-Travel for “Thank You” pass travel?
No. It is your responsibility to inform the CSR at your departure gate that you are using a “Thank You” travel pass. Give the certificate to the CSR when you obtain your boarding pass. If you fail to give this certificate to the CSR, any applicable service charges cannot be reversed later.

Can I use E-Travel if I have limited NRSA travel benefits?
No, E-Travel is currently not available to employees with limited NRSA travel benefits. Those with limited NRSA travel authority will be able to use E-Travel when phase 2 is complete later this year.

Can I use E-Travel for positive space business travel or emergency travel?
No, E-Travel is currently not available for positive space travel. Please look for information on this topic later this year in NewsReal, division communications and SkyNet.

Can I use E-Travel for companion pass travel?
No, paper companion passes must still be used. We expect E-Travel for companions to be available in January 2005.

Can I use E-Travel for interline travel?
No. However, once we have E-Travel firmly established for United and United Express employees, we will look to expand the project.

Can I use E-Travel to jump-seat as a CJA or an OMC?
No, E-Travel is not available for use as a CJA or OMC -- all current procedures will apply. 
NOTE: This is no longer true.  Currently according to our FAOM, section 3.60.2, you must make an NRSA booking and travel without the paper ticket once used.

Should I still use WebList, Apollo, and 1-800-UAL-LIST to list for flights?
Yes, you should always list for travel and continue to use these preferred methods to list yourself and eligibles for flights .

Does it matter if I listed prior to May 5 even though I will be traveling using employee E-Travel after the 5 th .
No. You don't need to do anything different to list for flights originating on or after May 5. Again, the only change starting May 5 is that you no longer need to turn in a paper write-your-own travel pass.

With no paper ticket, will we still be able to check luggage curbside?
As before, wherever curbside check-in is allowed for employees you will be able to check your luggage at the curb as long as you are listed for the flight.

With no write-your-own (WYO) travel pass, how are employees supposed to get through security? At every airport I have been to recently, the TSA folks want to see a ticket to get through security?
If you are at an airport that requires a ticket to get through security, you will need to check in for the flight and receive your departure management card prior to proceeding to the security checkpoint. Your departure management card, along with proper identification, will allow you to pass through security. If you are at an airport that does not offer curbside check-in or EasyCheck-In, you must check in with the CSR to obtain your departure management card.


If we go right to the gate and want to travel BP-10, are we suppose to check in with the gate agent for the BP-10 priority and will we get some type of proof that we are on a BP-10 to use in case there is a billing error?
Yes. For airports that don't require everyone to check-in prior to proceeding through security, an employee can check-in with a gate CSR and ask to go as BP-10. The only proof available that you are traveling as a BP-10 is the departure management card, which is the same verification you would receive today with write-your-own (WYO) travel passes. For airports that require everyone to check-in prior to going through security, you should designate that you wish to travel BP-10 when you check in for your flight.

How do my eligibles and companions list for E-Travel?
Listing procedures will not be any different than they are today. As a reminder, the employee sponsor must always make the initial listing for their companion travelers.

How will I know if I am in the database for E-Travel?
There are several ways to make sure you and your eligibles are in the employee database:

  • You can view a list of all your eligibles in WebList when you create a listing.
  • Go to www.ualbenefits.com to check your travel benefit eligibility.
  • In the U.S., you can call the Benefit Service Center at 1-888-825-0188 .
  • Outside the U.S., employees can call the service center collect at 1-515-457-9747 .
  • From Apollo, you can check the employee database by typing *FNZ/file number.
  • What happens if my eligibles are not in the database when we want to travel?

It is the employees responsibility to update their profiles to resolve any discrepancies before traveling anywhere. Employees can add or delete eligibles online at www.ualbenefits.com or, in the U.S. , by calling the Benefit Service Center at 1-888-825-0188 . Outside the U.S. , employees can call the center collect at 1-515-457-9747.

Does it matter if I check in with a CSR, a Skycap or EasyCheck-In?
No. All travelers can continue to check in as they do today.

Will E-Travel have any effect on boarding priority?
No, E-Travel has no effect on boarding priority.

Do I need to have my travel card with me when I travel NRSA on United, United Express or Ted flights?
No, your travel card is not required for pleasure travel on United, United Express or Ted flights.

How will United avoid incorrect charges due to irregular operations such as cancellations, oversale removals, rebookings, etc.?
Employees are only charged for flights on which they fly and are not charged for flights on which they merely are listed. During irregular operations, all NRSAs roll from one departure management list to the next until they make it onto a flight, for which they are then charged. It is anticipated that E-Travel will reduce billing inaccuracies by about 75%.


What happens if I am charged incorrectly for E-Travel?
The procedure to resolve this issue would be the same as today. For questions about payroll deductions or invoices for E-Travel you can contact employee pass travel via:

Phone – 1-847-700-1598 (Mon.-Fri., 9 a.m. to noon CT)
e-mail - employee-pass@united.com 
Fax – 1-847-700-1452
Co-Mail – WHQAK – Employee Pass Team
Mail – WHQAK- Employee Pass Team P.O. Box 66282 Chicago , IL 60666

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